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Message Window Features In item windows like the message window, the Office Button and the Ribbon replace the File menu found in previous versions of Outlook.
Quick Access Toolbar Office Button Ribbon
Messages: Advanced Tasks • To Flag a Message as a To-Do Item: Right-click the message, select flag Follow Up from the contextual menu, and select a flag. Or, click the icon on the message. Or, select the message, click the Follow Up button on the Standard toolbar and select a flag. • To Clear a Flagged Message: Right-click the message, select Follow Up from the contextual menu, and select Clear Flag. • To Categorize a Message by Color: Click the Quick Click icon on the message. Or, right-click the message, select Categorize from the contextual menu, and select a color category. Or, select the message, click the Categorize button on the Standard toolbar, and select a flag. • To Recall a Message: Open the Sent Items folder. Double-click the message, click the Other Actions button in the Actions group on the Ribbon, and select Recall This Message. Choose to delete the message or replace the message with a new one in the dialog box and click OK. You can only recall a message if you are using MS Exchange Server and the recipient has not opened it. • To Resend a Message: Open the Sent Items folder. Double-click the message, click the Other Actions button in the Actions group on the Ribbon, and select Resend This Message. Enter new recipients in the message window and click Send. • To Save a Message as a Draft: Click the Save button on the Quick Access Toolbar in the message window. The message appears in the Drafts folder. • To Move an Item to a Different Folder: Select the item, click the Move
to Folder button and select the destination folder.
Or, click and drag the item to a different folder in the Navigation Pane.
Calendar
• To Create a Signature: Select Tools from the menu bar and select Options. Click the Mail Format tab, click the Signatures button, and create the new signature. • To Change a Message’s Options: In the message window, click the Options tab on the Ribbon and click the More Options Dialog Box Launcher. Here you can specify: the level of importance or sensitivity of the message; if you want to add voting buttons to the message; where replies should be sent to; if you want a read receipt; and if you want to encrypt the message or delay its delivery. • To Use the Rules Wizard: 1. Make sure that you’re in the Inbox. 2. Click Tools on the menu bar, select Rules and Alerts, and click the New Rule button. 3. Select the type of rule you want to create and click Next. 4. Click the first piece of underlined text in the Step 2 box, which may be people or distribution lists, specific words, etc. 5. Specify the criteria—a person’s name, a keyword, etc.—and click OK. 6. Click the next piece of underlined text in the Step 2 box and specify the name of the folder where you want to move the messages or the action you want done to the message. 7. Click Finish to complete the rule and click OK.
Contacts The Standard Toolbar
New Appointment
• To Create a Distribution List: Click the New button arrow on the Distribution List. Click Select Members in Standard toolbar and select the Members group on the Ribbon, select a name in the list, click the Members button and repeat for each name to be added. Click OK, then click Save & Close in the Actions group.
Delete
View Group Schedules
Address Book
Help
• To View Your Contacts: Click the Contacts button in the Navigation Pane. • To Create a New Contact: Click the toolbar.
New button on the Standard
• To Edit a Contact: Double-click the contact. Print
Categorize
Go to Today
Find a Contact
• To View the Calendar: Click the Calendar button in the Navigation Pane.
• To Find a Contact: Type words to search for in the Search Contacts box. • To Delete a Contact: Select the contact and press the
• To Change Views: Click View on the menu bar and select the desired view. Or, click one of the Day, Week, or Month view buttons.
• To Change Views: Select the desired view in the Current View section of the Contacts Navigation pane.
• To Schedule an Appointment: Click the +
Tasks and To-Do Items
New button or press
• To Schedule a Recurring Appointment: Click Actions on the menu bar and select New Recurring Appointment from the menu. • To Schedule a Meeting Request: Click the
Standard toolbar and select
New button arrow on the
Meeting Request.
• To Schedule an All Day Event: Click Actions on the menu bar and select
New All Day Event from the menu. • To Plan a Tentative Meeting: Click Actions on the menu bar and select
Plan a Meeting from the menu. • To Reschedule an Item: Double-click the meeting, appointment, or event,
make your changes and click the Save & Close button in the Actions group on the Ribbon.
• To View Your Tasks: Click the Tasks button in the Navigation Pane.
• To Create a New Task: Click the New button, press
check box.
• To Delete a Task: Select the task and press the
